Admissions Representative I

Hoag Health System; Irvine (CA); On-site; USD 35,000 - 45,000; Full time

Job summary

A prominent healthcare provider in California seeks a Registration Representative to handle patient registration duties, including scheduling and insurance verification. The role requires at least one year of clerical experience, strong customer service skills, and proficiency in Microsoft Office. This position involves working directly with patients and clinical teams, ensuring compliance with guidelines and providing excellent service. Candidates must be available for multiple shifts and will undergo full-time training upon hire.

Qualifications

• Minimum one year clerical experience, including medical terminology.
• High level of computer keyboarding skills for data input required.
• Basic knowledge of Microsoft Office Suite, including Outlook, Word and Excel required.

Responsibilities

• Facilitate the arrival process for patients.
• Create accounts for initial intake upon presentation.
• Ensure timely registration processing and HIPAA protocol adherence.
• Collect all copayments and necessary regulatory signatures.
• Confirm patient registration status and maintain service levels.

Skills

Communication skills

Attention to detail

Analytical skills

Customer service skills

Education

High School diploma or equivalent

Tools

Microsoft Office Suite

Job description

Job Description

*Multiple Shifts and Statuses available in either Newport Beach or Irvine*

Primary Duties And Responsibilities

The Registration Representative is responsible for following Federal, State and Local guidelines and works directly with patients and clinical teams for delivery of services to include but is not limited to: registration, scheduling, verification of insurance, collection of patient payments, the patient experience and communicating with internal departments. The Representative is proficient in the application and systems that may include but not limited to: Affinity, Passport, Chartmaxx, EPIC and/or other supporting information systems. Performs other duties as assigned.

Work Environments/Schedules

ED Registration – 24/7 unit where you will be working directly with clinical care team members and with patients at the bedside. Staff can expect to work as check‑in for walk‑in’s or ambulance arrivals, and complete full registration with patient at bedside. 1st, 2nd, and 3rd shifts are available, and differentials are offered for 2nd and 3rd shift.

Health Center – work in a fast paced setting that is a mix of doctor’s office, and busy imaging center. Staff can expect to work directly with patients, families, and our clinical care partners. Service lines will include Imaging, Laboratory, Cardiology, and various other ancillary services. Center hours are typically 7:00am – 7:00pm and we are open weekends.

Main Admitting – work directly in the hospital, supporting all the services we offer at our main hospital campuses. Staff can expect to work with a variety of roles in and departments to facilitate patient registration. This department does a bit of everything, including registering outpatients, completing bedside registration on patient care floors, or supporting the cashiering office. We are open 7 days a week, with our hours of operations ranging from 5:00am to 9:00pm depending on location.

This role requires 2 weeks of mandatory 'full time' training at the beginning of employment which ranges in hours between 6:30am-8:00pm.

Admissions Representatives are required to provide 12 days of availability each month.

Responsibilities

Essential Job Duties & Functions:

• Facilitates the arrival process for patients.
• Creates accounts for initial intake upon presentation to the check‑in area.
• Continues to monitor patient queues to ensure timely registration processing.
• Follows established HIPAA protocols for proper patient look‑up, completes patient registration.
• Ensures insurance eligibility and accurately codes insurance to ensure timely billing.
• Assists patients with billing inquiries and insurance questions.
• Collects all copayments, co‑insurance and deductible limits.
• Obtains required signatures, IDs and consents for all regulatory requirements (i.e., Photo IDs, COA, MSP, Advanced Directives, etc.).
• Confirms and communicates patient registration status, in/out of network status, and maintains service level and to avoid delays in patient care.
• In the outpatient settings, can schedule the same day and follow‑up appointment and validates physician order and confirms the accuracy of ordering MD and service codes.
• In the Emergency Departments, follows the Emergency Medical Treatment and Labor Act (EMTALA) guidelines.
• Generate task reports to monitor workload and inventory.
• Seeks assistance when needed to maintain 100% service level targets.
• Meets daily productivity expectations in accordance with department standards.
• Perform other duties as assigned.

Qualifications

Education and Experience:

• High School diploma or equivalent required.
• Minimum one (1) year clerical experience, medical terminology, including filing, computer skills and basic telephone skills required.
• High level of computer keyboarding skills for data input required.
• Basic knowledge of Microsoft Office Suite, including Outlook, Word and Excel required.

Preferred

Skills or Other Qualifications

• Able to communicate clearly in English, both written and oral.
• Strong attention to detail.
• Demonstrated analytical and critical thinking abilities with pro‑active decision making and negotiation skills.
• Ability to manage multiple tasks simultaneously.
• Ability to establish and maintain collaborative and effective working relationships.
• Strong customer service skills.